23 Voiding and Deleting Joint Venture Distribution Documents (Release 9.2 Update)

This chapter discusses:

23.1 Understanding Voiding and Deleting Joint Venture Distribution Documents

You might have to void, delete, or reverse a document in certain cases, for example, when a partner disputes an invoice, when the original document should not have been distributed, when the amount is distributed to another partner and not to the one who is responsible for the amount, or when a cash call is no longer needed and therefore, the journal entry document that was created to draw on the cash call must be voided or reversed.

To void or delete joint venture distribution documents, such as invoices, vouchers, insider journal entries, or cash call journal entries, you use the Joint Venture Distribution Detail by Document program (P09J12D). The system voids posted documents and deletes unposted documents.

Note:

You cannot make any changes (for example: edit, delete or void) to the transactions belonging to the joint venture document batch types (JG, JV, and JI) from outside the Joint Venture Management system.

Voiding a Distribution Document

When a distribution document is voided, the system updates information at the document level (in the General Ledger, Accounts Payable, and Accounts Receivable systems) as well as at the distribution detail level (in the Joint Venture Management system).

At the distribution detail level (F09J12 table), the system:

  • Marks the transactions in the document as voided

  • Creates a reversal entry for each transaction in the document

    Reversal entries cancel out the original transaction amounts.

  • Creates a redistribution entry so that the transaction can be redistributed and processed later in a new document

    When voiding a cash call journal entry, the transaction type for the redistribution entry will be set back to the value from the original transaction. For example, if the transaction type of the original transaction was an Invoice, the system will set the transaction type of the redistribution entry to Invoice.

    You can use the redistribution entry to revise the transaction distribution information, for example, you can distribute the amount to a different partner, update the transaction for distribution only, or mark the amount for invoicing (to bill the partner) or vouchering (to pay the partner) even if the amount is distributed to the insider business unit.

    After revising the information as needed, you can include the redistribution transaction in a new journal entry, invoice, or voucher to bill or pay the partner. Alternatively, you can draw from cash calls by applying the redistributed expenses to a cash call and creating the corresponding journal entry. Redistribution details reserved by an exclusive cash call will follow the exclusive cash call process.

    See Chapter 21, "Drawing on Cash Calls for Joint Venture Expenses (Release 9.2 Update)".

In the joint venture distribution document created in the General Ledger, Accounts Payable, and Accounts Receivable systems, the system:

  • Creates a set of journal entries to cancel out the original transaction

    For invoices and vouchers, the system voids the invoice and voucher pay items and reverses the invoice and voucher cutback entries to cancel out the original transaction.

  • Reopens the batch to the Approved status because new journal entries are added to the document in the batch, and therefore the batch must be posted again

  • Reverses the amount that has been drawn from a cash call and increases the cash call open amount with the amount voided

Deleting a Distribution Document

When the system deletes an unposted distribution document, it does not leave an audit trail. The distribution document is cleared from the joint venture distribution detail transactions and is deleted from outside of the Joint Venture Management system. For distributed transactions that were assigned to cash calls, the system also clears the cash call ID, but retains the exclusive cash call ID, if an exclusive cash call was assigned. The distribution transactions that were included in the distribution document for invoice, voucher, or journal entry (to bill or pay the partners) are set to a transaction status of Available to Process. For distribution transactions assigned to cash calls, the system sets the transaction status to the value that you have set in the program or in the processing option. The system reverses the amount that has been drawn and increases the cash call open amount with the amount deleted.

You can include the transactions in new journal entries, invoices, or vouchers.

Reversing Transactions in a Distribution Document

Apart from voiding or deleting distribution documents, you can also reverse single transactions using the Revise Joint Venture Distribution Detail by Distribution Document form by selection a distribution document.

You can also use the following programs to reverse joint venture transactions:

  • Work with JV Account Ledger (P09J12)

  • JV Distribution Detail by Partner (P09J12C)

You can reverse a single transaction, selected transactions, or all transactions in a distribution document at the transaction level without affecting the document outside of the Joint Venture Management system that is associated with the transactions. The system voids the original transaction, reverses the transaction amount in the F09J12 table, and creates a new redistribution record.

You can use the redistribution entry to revise the transaction distribution information, for example, you can distribute the amount to a different partner, update the transaction for distribution only, or mark the amount for invoicing (to bill the partner) or vouchering (to pay the partner) even if the amount is distributed to the insider business unit.

After revising the information as needed, you can include the redistribution transaction in a new journal entry, invoice, or voucher to bill or pay the partner. Alternatively, you can draw from cash calls by applying the redistributed expenses to a cash call and creating the corresponding journal entry. Redistribution details reserved by an exclusive cash call will follow the exclusive cash call process.

See Chapter 21, "Drawing on Cash Calls for Joint Venture Expenses (Release 9.2 Update)".

Note:

Redistribution transactions are not available in the P09J12D program. You can use the JV Distribution Detail by Partner program (P09J12C) to review and update redistribution transactions.

You can reverse distribution transactions (F09J12 records) with the transaction status of Process Complete, regardless of whether the distribution document they belong to is posted or not posted.

Note:

You cannot void a document that has already been voided or has distribution transactions that have been reversed. Similarly, you cannot reverse transactions that have already been reversed.

You can use the media object attachment feature in the program to save and attach documents or files that are relevant to the joint venture.

23.2 Prerequisite

Before you complete the tasks in this section, set up the following processing options for the P09J12D program.

  • On the Defaults tab, in the Transaction Status for Redistribution processing option, specify the transaction status to use on the redistribution record that is created when you void or reverse distribution details with a cash call assigned. If you leave this processing option blank, the system uses the transaction status On Hold (2).

  • On the Versions tab, specify the versions that you want to use for these programs: Journal Entries (P0911), Standard Invoice Entry (P03B11), A/P Standard Voucher Entry (P0411), and Cash Call Definition (P09J40). If you do not specify a version for these programs, the system uses ZJDE0001 as the default version.

  • On the Display tab, in the Display Cash Call Information processing option, specify whether to display the cash call information when reversing a distribution detail line. If you leave this processing option blank, the system does not display the cash call information.

23.3 Reviewing a Joint Venture Distribution Document

The Joint Venture Distribution Detail by Document program (P09J12D) enables you to closely review the transactions at various levels before you make the decision to void or delete the entire distribution document or reverse individual transactions.

To review a joint venture document:

  1. From the Joint Venture Management module (G09J), click Daily Processing, and then JV Distribution Detail by Distribution Document.

  2. On the Work with Joint Venture Distribution Detail by Document form, review the existing distribution documents.

    By default, the system displays a record for each distribution document available in the system.

  3. To view the detail lines of all the documents, select View Pay Item/JE Line in the header.

    The system displays all the pay items for invoice and voucher documents, and all journal entry lines for joint venture journal entry documents.

  4. To focus your view on the detail lines of a specific document, select a document record on the grid and click Select. The View Pay Item/JE Line must be deselected when you perform this action.

    The system displays the Revise Joint Venture Distribution Detail by Document form with all of the pay items or journal entry lines of the selected document.

  5. Similarly, to focus your view on the detail lines of a specific journal entry line or a pay item, select a pay item or a journal entry record on the Work with Joint Venture Distribution Detail by Document form, and click Select. The View Pay Item/JE Line must be selected when you perform this action.

    The system displays the Revise Joint Venture Distribution Detail by Document form with all of the transaction lines of the selected pay item or journal entry line.

23.4 Voiding or Deleting a Joint Venture Distribution Document

To void or delete a joint venture distribution document:

  1. From the Joint Venture Management module (G09J), click Daily Processing, and then Review Joint Venture Distribution Detail by Distribution Document.

  2. On the Work with Joint Venture Distribution Detail by Document form, select the distribution document that you want to void or delete.

  3. With the distribution document selected, select Void/Delete Document on the Row menu.

    Note that Void/Delete Document is available on the Row menu only when the View Pay Item/JE Line is not selected.

    The system displays the Void/Delete Distribution Document window.

  4. To proceed with the void or delete process, complete these tasks on the Void/Delete Distribution Document window:

    1. Update the void G/L date.

      The system date is populated as the void G/L date by default, but you can revise the date. The system validates whether the date you entered is valid for the document company. You can also enter a value in the Invoice Reason Code field if the transaction type you are voiding or deleting is an invoice.

    2. Update the Redistribution Transaction Status field.

      This field applies to the transaction status for cash call redistribution records only. The system populates this field with the value that you have set up in the Transaction Status for Redistribution processing option for the P09J12D program, but you can override this value.

      The system displays this field only for the posted documents that have transactions assigned to cash calls, and only if you have set the Display Cash Call Information processing option for the P09J12D program to display the cash call information.

    3. Click Void/Delete.

      If the document is not posted, the system deletes the distribution document and sets the status of the distribution detail records to Available to Process. The document is no longer available in the Work with Joint Venture Distribution Detail by Document form. The system also deletes the document from the Account Receivable, Account Payable, and General Accounting systems.

      Note that the system deletes the distribution document only if you have not generated distribution ledgers for the transactions, and therefore the Distribution Ledger Type field is blank.

      If the document is posted, the system voids the distribution document, and creates two new entries for each transaction included in the distribution document. Therefore, there are three entries for each transaction: the original transaction that is voided, a reversal entry, and a redistribution entry. You can view only the original transaction and the reversal entry from this program.

  5. To view all of the updates that the system has made as a result of the void or delete, access the JV Distribution Detail by Partner program (P09J12C).

    You can also use the Review Joint Venture Distribution Detail program (P09J12) to view all of these updates where you have the original account ledger transaction.

    You access these programs following this menu navigation: Joint Venture Management module (G09J), Daily Processing

  6. For a voided distribution document, review the three entries for each transaction included in a voided distribution document:

    • The original transaction, which is now marked as Distribution Voided in the Joint Venture Void Code column

    • A new reversal entry, which is marked as Distribution Reversal in the Joint Venture Void Code column

      If the reversal entry is associated with a cash call journal entry transaction for drawing, the system populates the Cash Call ID and the Exclusive Cash Call ID if the original transaction was assigned to an exclusive cash call.

    • A new redistribution entry, which is marked as Available for Redistribution in the Joint Venture Void Code column

      If the redistribution entry is associated with an invoice, a voucher, or a journal entry transaction to bill or pay the partner, the system populates the Transaction Status column with the value Available to Redistribute.

      If the redistribution entry is associated with a cash call journal entry transaction for drawing, the system performs the following updates:

      • Populates the Transaction Status with the value that is specified in your processing option or on the Void/Delete Distribution Document window

      • Clears the Cash Call ID from the redistribution record but populates the Exclusive Cash Call ID if the original transaction was assigned to an exclusive cash call

      • Updates the Distribution Transaction Type column with the value from the original transaction

      The redistribution entry is not associated with a document number. The voided transaction and the reversal entry are associated with the distribution document number that was generated when the document was created.

  7. Before you process the redistribution record that has been created as a result of the void or delete, update the redistribution information as required.

    You can assign a different partner to the transaction, update the transaction as distribution only transaction (the system does not create vouchers or invoices in this case), or mark the transaction for creating invoices or vouchers if the partner assigned to the transaction is the insider business unit.

  8. To process the redistribution record, change the transaction status to Available to Process.

    The joint venture batch programs include redistribution transactions for processing only when the transaction status is set as Available to Process.

23.5 Reversing a Joint Venture Distribution Transaction

To reverse a joint venture distribution transaction:

  1. From the Joint Venture Management module (G09J), click Daily Processing, and then Review Joint Venture Distribution Detail by Distribution Document.

    Note:

    You can also reverse distribution transactions using these programs: JV Distribution Detail (P09J12) and JV Distribution Detail by Partner (P09J12C). The process that you must follow to reverse transactions is the same in all these programs.
  2. On the Work with Joint Venture Distribution Detail by Document form, select the distribution document that includes the transaction that you want to reverse and click Select.

  3. On the Revise Joint Venture Distribution Detail by Document form, select the distribution transaction that you want to reverse and click Reverse Selected on the Row menu.

    The system displays the Reverse Joint Venture Distribution Detail window.

    Note:

    To reverse multiple transactions in a document, select the transactions and click Reverse Selected on the Row menu.

    To reverse all transactions in a document based on a query, you must first perform your query. Then, click Reverse All on the Form menu.

  4. To proceed with the reversal process, complete these tasks on the Reverse Joint Venture Distribution Detail window:

    1. Update the reverse date, if required.

      The system date is populated as the reversal date by default, but you can revise the date. This date is for informational purpose only.

    2. Update the Redistribution Transaction Status field.

      The system populates this field with the value that you have set up in the Transaction Status for Redistribution processing option for the P09J12D program, but you can override this value.

      The system displays this field only for the posted transactions that are assigned to cash calls, and only if you have set the Display Cash Call Information processing option for the P09J12D program to display the cash call information.

    3. Click Reverse.

      The system reverses the transaction, and creates two new entries for the transaction. Therefore, the transaction has three records now: the original transaction record, a reversal record, and a redistribution record.

      Note that the original transaction is now marked as Distribution Voided. The reversal and redistribution records are not visible in the Revise Joint Venture Distribution Detail by Document form as these are no longer associated with the document that they were processed on.

  5. To view all three records of the transaction, access the JV Distribution Detail by Partner program (P09J12C).

    You can also use the Review Joint Venture Distribution Detail program (P09J12).

    You access these programs following this menu navigation: Joint Venture Management module (G09J), Daily Processing

  6. On the Revise Joint Venture Distribution Detail by Partner form, search for these records associated with the reversed transaction.

    • The original transaction, which is now marked as Distribution Voided in the Joint Venture Void Code column

      The update to this original transaction does not impact the associated invoice, voucher, or journal entry documents outside of the Joint venture Management system.

    • A new reversal entry, which has the transaction status of Available to Process and is marked as Distribution Reversal in the Joint Venture Void Code column

      For a reversal entry that is associated with a cash call journal entry for drawing, the system populates the Cash Call ID and the Exclusive Cash Call ID (for exclusive cash call).

      The reversal entry is available to be reprocessed to a new document. You can change the transaction status - for example, you can change the status to On Hold if you want to process the transaction at a later time.

    • A new redistribution entry, which is marked as Available for Redistribution in the Joint Venture Void Code column

      If the redistribution entry is associated with an invoice, voucher, or journal entry transaction to bill or pay the partner, the system populates the Transaction Status column with the value Available to Redistribute.

      If the redistribution entry is associated with a cash call journal entry transaction for drawing, the system performs the following updates:

      • Populates the Transaction Status with the value that is specified in your processing option or on the Void/Delete Distribution Document window

      • Clears the Cash Call ID from the redistribution record but populates the Exclusive Cash Call ID if the original transaction was assigned to an exclusive cash call

      • Updates the Distribution Transaction Type column with the value from the original transaction

  7. Update the information in the redistribution record as required.

    You can assign a different partner to the transaction, mark the transaction for distribution only (the system does not create vouchers or invoices in this case), or mark the transaction for creating invoices or vouchers if the partner assigned to the transaction is the insider business unit.

  8. To process the redistribution record, change the transaction status to Available to Process.

    The joint venture batch programs will include redistribution transactions for processing only when the status of the transaction is set as Available to Process.

  9. After you reprocess the redistribution transactions, note that the transaction status is changed to Process Complete, and the Joint Venture Void Code column is blank.

    If there is an issue with the transaction after it is processed again, you can void or delete the document, or reverse the transactions in the document.